How to Plan Alcohol for a Wedding or Private Event in Southern California

Without overbuying, running out, or losing your mind

Planning alcohol sounds simple—until you actually start.

How much do we need? What if we run out? What if we massively overbuy? Do people drink more beer or cocktails? What about non-drinkers?

This is where most hosts quietly panic. And Google? Google gives you seventeen different answers and a headache.

At On The Rocks Girls, we see this every week. Not because people aren't capable—but because alcohol planning forces you to make a long chain of decisions with very little confidence. There's math involved. There are variables you can't control. And the stakes feel high because running out mid-party is genuinely awkward.

Here's how to think about it more clearly.

Why Alcohol Planning Feels So Hard

The problem isn't that you're bad at planning. The problem is that alcohol consumption is unpredictable—and most of the "rules" you'll find online are oversimplified.

Standard formulas assume uniform drinking behavior. They don't account for how time of day affects consumption, whether food is being served and when, the actual drinking culture of your guest list, Southern California weather (outdoor events in August hit different), or the difference between a 3-hour cocktail reception and a 6-hour wedding.

Most online calculators are written for somewhere with actual seasons. They don't know your cousin's college friends are coming, or that half your guest list doesn't drink.

The Real Variables That Matter

Guest Count vs. Drinking Guests

Not every guest drinks alcohol. Plan for roughly 80-85% of adults to drink, but adjust based on what you know about your crowd. If you're hosting a baby shower with mostly pregnant friends, that number drops significantly. If it's your college reunion? Maybe not.

Event Duration

A 2-hour cocktail reception consumes far less than a 5-hour wedding. The general pattern: heavier drinking in the first 90 minutes, tapering after dinner, with a possible uptick during dancing. Plan accordingly.

Time of Day and Format

Brunch events skew lighter. Evening events skew heavier. Seated dinners with wine service consume less than open-bar cocktail parties. These aren't hard rules, but they're patterns we see consistently.

Weather and Setting

Outdoor events in Southern California heat increase consumption of lighter drinks—beer, wine, spritzes. Heavy cocktails don't move as fast when it's 90 degrees. Plan your menu around the environment, not just your preferences.

A Starting Framework (Not a Formula)

Here's a baseline that works for most 4-hour events with dinner service:

But here's the thing: these are starting points, not answers. The actual quantities depend on your specific event, your specific guests, and your specific format.

This is exactly why professional bar planning exists. We've seen both the "we have 47 leftover bottles of rosé" scenario and the "we ran out of bourbon at 8pm" scenario. We've seen both. Trust us on this one.

The Ice Problem

Everyone underestimates ice. Everyone.

Ice isn't just for drinks—it's for chilling bottles, keeping garnishes fresh, and filling coolers. A general rule: plan for about 1 pound of ice per guest, more for outdoor events in warm weather.

And don't forget: ice melts. If your event runs long or the day runs hot, you'll need a resupply plan. (Seriously, let us do this part. Ice math is not fun.)

What About Non-Drinkers?

This matters more than most people realize. About 15-20% of guests at any event prefer non-alcoholic options—not just designated drivers, but people who simply don't drink.

Offering soda and sparkling water is fine. Offering a beautifully crafted mocktail that looks and tastes intentional? That's hospitality. Everyone should have something worth celebrating with.

We design zero-proof options that are just as thoughtful as our cocktails. It's one of the things we care most about.

The Hidden Variable: Service Flow

Here's what most planning guides miss entirely: how drinks are served matters as much as what's served.

If your bar backs up during cocktail hour, guests cluster, lines form, and consumption actually drops—not because people don't want drinks, but because they give up waiting. If service flows smoothly, consumption is steady and predictable.

This is why professional bartending isn't just about pouring drinks. It's about managing pace, anticipating rushes, and keeping everything moving so the bar never becomes a bottleneck.

Alcohol Planning in Southern California

At On The Rocks Girls, we've planned bars for over 200 events across Orange County, Los Angeles, the Inland Empire, and San Diego. We know what works in a Temecula vineyard versus a Newport Beach backyard versus a downtown LA rooftop.

Our approach: we take the guesswork out of it. We design custom menus, calculate exact quantities, and provide detailed shopping lists—so you're not Googling "how much vodka for 75 people" at midnight.

On The Rocks Girls serves Orange County, Los Angeles, Inland Empire, and San Diego.